Data retention and disposal schedule

When most documents get to the end of their retention period, we securely dispose of them. Any document we do not securely disposed of will say what we will do at the end of the retention period.

1. Governance

1.1 Organisation-wide corporate plans, policies, business continuity, risk management and strategies
Retention period: 1 year after superseded, longer if required for historical reasons
Why we keep these documents: Best practice

1.2 Governance documents
Retention period: Life of the company
Why we keep these documents: Required for charitable status

1.3 Constitution, aims and objectives
Retention period: Life of the company
Why we keep these documents: Required for charitable status

1.4 Record of HM Revenue and Customs confirmation of charitable status
Retention period: Life of the company
Why we keep these documents: Annual return and best practice.

1.5 Record of charitable registration
Retention period: Life of the company
Why we keep these documents: Best practice

1.6 Certificate of incorporation
Retention period: Life of the company
Why we keep these documents: Legal compliance

1.7 Memorandum of association
Retention period: Life of the company
Why we keep these documents: Legal compliance

1.8 Articles of association or model rules
Retention period: Life of the company
Why we keep these documents: Legal compliance

1.9 Certificate of registration with housing regulator
Retention period: Life of the company
Why we keep these documents: Best practice

1.10 Record of registration and certificate of incorporation for change of name
Retention period: Life of the company
Why we keep these documents: Legal compliance

1.11 Registration documents related to co-operative and community benefit societies
Retention period: Life of the company
Why we keep these documents: Legal compliance

1.12 Internal audit correspondence, terms of reference, meeting minutes, related papers and reports
Retention period: 5 years after audit
Why we keep these documents: Best practice

1.13 Board member documents, including appointment letters, service level agreements and bank details
Retention period: 6 years after board membership ends, though some things like bank details will be securely destroyed immediately
Why we keep these documents: Legal compliance

1.14 Legal process documents, notices of seeking possession, statements and investigations
Retention period: 6 years
Why we keep these documents: Legal compliance

2. Data governance

2.1 CCTV
Retention period: 90 days after the recording date for Payment Card Industry Data Security Standard Card Data Environment, and 30 days in all other situations
Why we keep these documents: Best practice

2.2 Telephone call recordings
Retention period: 3 years after the recording date for calls regulated by the Financial Conduct Authority, and 1 year for other calls
Why we keep these documents: Best practice

2.3 Data subject access requests
Retention period: 1 year after responding to the request
Why we keep these documents: Best practice

2.4 Films and videos
Retention period: 3 years after the recording date
Why we keep these documents: Best practice

2.5 Data breach records
Retention period: 6 years after the record date
Why we keep these documents: Best practice

2.6 Fraud records
Retention period: 6 years after the record date
Why we keep these documents: Best practice

3. Meetings

3.1 Notice of meetings
Retention period: 6 years
Why we keep these documents: In case someone challenges the validity of meeting or resolutions

3.2 Executive meeting agendas, papers, minutes and resolutions
Retention period: 10 years
Why we keep these documents: Best practice

3.3 Board and committee meeting minutes and resolutions
Retention period: 10 years after the meeting date of a still-existing company, or the life of the company
Why we keep these documents: Legal compliance

3.4 Board and committee meeting agendas and papers
Retention period: 10 years after the meeting date of a still-existing company, or the life of the company
Why we keep these documents: Best practice, if required to support minutes and resolutions

3.5 Shareholder meeting minutes and resolutions
Retention period: Life of the company
Why we keep these documents: Legal compliance

3.6 Shareholder meeting agendas and papers
Retention period: Life of the company
Why we keep these documents: Best practice, if required to support minutes and resolutions

3.7 Minutes and resolutions of trustees (charities)
Retention period: Life of the company
Why we keep these documents: Legal compliance

4. Regulations and statutory returns

4.1 Audited financial statements
Retention period: 6 years
Why we keep these documents: Legal compliance and best practice

4.2 Sealing register
Retention period: Life of the company
Why we keep these documents: Legal compliance

4.3 Annual statutory returns to the regulator
Retention period: Life of the company
Why we keep these documents: Legal compliance and best practice

4.4 Register of directors and secretaries
Retention period: Life of the company
Why we keep these documents: Legal compliance

4.5 Register of shareholding members
Retention period: Life of the company
Why we keep these documents: Legal compliance

4.6 Register of share certificates
Retention period: Life of the company
Why we keep these documents: Legal compliance

4.7 Declarations of interest
Retention period: Life of the company
Why we keep these documents: Legal compliance

4.8 List of members of communities and benefit society
Retention period: Life of the company
Why we keep these documents: Required by Register of Friendly Societies

4.9 Nursing home and residential care homes registration certificates
Retention period: 7 years after we stop managing the home
Why we keep these documents: Best practice

4.10 Nursing home and residential care homes inspection reports
Retention period: 7 years after we stop managing the home
Why we keep these documents: Legal compliance and best practice

5. Strategic management

5.1 Business plans and supporting documents
Retention period: 5 years after the end of the business plan period
Why we keep these documents: Best practice

6. Insurance

6.1 Current and former policies, including crime cover, engineering inspection, motor insurance, property damage, loss of commercial rent, housing contents, office contents, works in progress cover, business interruption cover, all risks cover, and engineering
Retention period: Life of the company
What we do at the end of the retention period: Review
Why we keep these documents: Legal compliance and best practice

6.2 Certificate of employers’ liability insurance
Retention period: 40 years after the end of the policy
What we do at the end of the retention period: Offer to archives
Why we keep these documents: Best practice

6.3 Annual insurance schedule
Retention period: Life of the company
Why we keep these documents: Best practice

6.4 Claims and related correspondence
Retention period: 2 years after the settlement date
Why we keep these documents: Best practice

6.5 Indemnities and guarantees
Retention period: 6 years after policy ends, 12 years if it is about land
Why we keep these documents: Legal compliance

6.6 Group health policies
Retention period: 12 years after benefit ends
Why we keep these documents: Best practice

6.7 Employer's liability insurance policy and certificate
Retention period: 40 years
Why we keep these documents: Best practice

7. Finance

7.1 Accounting records for limited company
Retention period: 6 years
Why we keep these documents: Legal compliance

7.2 Accounting records for communities and benefit society charity
Retention period: 6 years
Why we keep these documents: Best practice

Cheques and associated records

7.3 Cash books or sheets
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.4 Petty cash records, books or sheets, postage or courier account or cash records, register of postage expenditure, postage paid record, postage books or sheets
Retention period: 2 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.5 Creditors’ history records
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.6 Statements of accounts outstanding orders
Retention period: 2 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.7 Vouchers, including claims for payment, purchase orders, requisition for goods and services, accounts payable, and invoices
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.8 Wages and salaries vouchers
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.9 General and subsidiary ledgers produced to prepare certified financial statements or published information
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

Expenditure records

7.10 Cash books or sheets
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.11 Other ledgers, like contracts, costs, and purchases
Retention period: 2 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.12 Journals, prime records for the raising of charges
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.13 Journals, routine adjustments
Retention period: 2 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.14 Trial balances, year-end balances, reconciliations and variations to support ledger balances and published accounts
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

Receipts and revenue records

7.15 Receipt books or butts, office copies of receipts, cashiers, cash register, fines and costs, sale of publications, general receipt books, butts or records
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.16 Postal remittance books or records
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.17 Receipt books or records for tax or required payments, like stamp duty and VAT receipt books
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.18 Cash registers, copies of forms and reconciliation sheets
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.19 Audit rolls, summaries or analysis records
Retention period: 2 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.20 Debtors’ records and invoices, including debit notes rendered on debtors like invoices paid or unpaid, registers of invoices, debtors ledgers
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.21 Debits and refunds, records about unrecoverable revenue, debts and overpayments, like register of debts written off and register of refunds
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

Salaries and related records

7.22 Employee pay histories, the last 3 years of records must be kept for leavers, in either the personnel or fianance records system to calculate pension entitlements
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.23 Salary ledger card or records
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.24 Copies of salaries or wages payroll sheets
Retention period: 2 years after the end of the financial year, but there may be emails kept for 3 years
Why we keep these documents: Legal compliance and best practice

Purchase order records

7.25 Purchase order books or records
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.26 Railway or courier consignment books, records or travel warrants
Retention period: 2 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.27 Goods inwards books or records
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.28 Delivery dockets, stock or stores control cards, sheets or records
Retention period: 2 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

Financial statements

7.29 Statements or summaries prepared for quarterly or annual reports
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

7.30 Periodic financial statements regularly prepared for management
Retention period: 1 year after the end of the financial year, or when they are included in quarterly or annual reports
What we do at the end of the retention period: Securely destroy
Why we keep these documents: Legal compliance and best practice

Asset register financial records

7.31 Assets or equipment registers or records
Retention period: 6 years after we dispose of the asset or the last asset in the register
What we do at the end of the retention period: Review
Why we keep these documents: Legal compliance and best practice

7.32 Depreciation registers, including records about calculating annual depreciation
Retention period: 6 years after we dispose of the asset or the last assset in the register
What we do at the end of the retention period: Review
Why we keep these documents: Legal compliance and best practice

8. Other banking records

8.1 Cancelled or dishonoured cheques
Retention period: 2 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

8.2 Paid or presented cheques
Retention period: 7 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

8.3 Record of cheques drawn for payment
Retention period: 7 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

8.4 Bank deposit books, slips or butts
Retention period: 2 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

8.5 Bank deposit summary sheets, including summaries of daily banking
Retention period: 2 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

8.6 Bank reconciliations files or sheets
Retention period: 2 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

8.7 Bank statements, periodic reconciliations
Retention period: 2 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

8.8 Electronic banking and electronic funds transfer
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance and best practice

9. Contracts and agreements

9.1 Contracts under seal, executed as deeds, or contracts under seal and executed as deeds
Retention period: 12 years after contract is completed, including any defects liability period
What we do at the end of the retention period: Review
Why we keep these documents: Legal compliance

9.2 Contracts for the supply of goods or services, including professional services
Retention period: 6 years after contract is completed, or 12 years if it is about land, including any defects liability period
Why we keep these documents: Legal compliance

9.3 Documents about small one-off purchases of goods and services, where there is no continuing maintenance or similar requirement
Retention period: 3 years
Why we keep these documents: Best practice

9.4 Loan agreements
Retention period: 12 years after last payment
Why we keep these documents: Best practice

9.5 Licensing agreements
Retention period: 6 years after agreement ends
Why we keep these documents: Legal compliance

9.6 Rental and hire purchase agreements
Retention period: 6 years after agreement ends
Why we keep these documents: Legal compliance

9.7 Indemnities and guarantees
Retention period: 6 years after agreement ends
Why we keep these documents: Legal compliance

9.8 Documents about successful tenders
Retention period: 6 years after contract is completed
Why we keep these documents: Best practice

9.9 Documents about unsuccessful tenders
Retention period: 2 years after notification
Why we keep these documents: Best practice

9.10 Forms of tender
Retention period: 6 years
Why we keep these documents: Best practice

9.11 Documents about buying medical devices and medical equipment
Retention period: 11 years
Why we keep these documents: Best practice

10. Charitable donations

10.1 Deeds of covenant
Retention period: 12 years after last payment
Why we keep these documents: Best practice

10.2 Index of donations granted
Retention period: 6 years
Why we keep these documents: Best practice

10.3 Account documents
Retention period: 6 years
Why we keep these documents: Best practice

11. Application and tenancy records

11.1 Applications for accommodation
Retention period: 6 years after tenant accepts offer, 6 months if tenant declines offer, after the date on the letter we send all applicants, plus an extra 6 months in case of queries, which are common
Why we keep these documents: Best practice

11.2 Continuous Recording of lettings and sales (CORE) data record form
Retention period: As long as we consider it necessary to support social housing policy
Why we keep these documents: Best practice

11.3 Housing Benefit notifications
Retention period: 2 years
Why we keep these documents: Best practice

11.4 Rent statements
Retention period: 2 years
Why we keep these documents: Best practice

11.5 Tenants’ tenancy files that include all information we have about the tenant, their household and their tenancy
Retention period: While they are a tenant
Why we keep these documents: Legal compliance

11.6 Former tenants’ tenancy agreements and details of their leaving, including termination-related information
Retention period: 6 years after the tenancy ends
Why we keep these documents: Legal compliance

11.7 Case records and care plans for children and related documents
Retention period: Until 75th year of child’s birth or 15 years after child dies if they died before they were 18, we may transfer some documents to a subsequent caring agency
Why we keep these documents: Legal compliance

11.8 Case records and care plans for adults and related documents
Retention period: 8 years from end of adult social care, we may transfer some documents to a subsequent caring agency
Why we keep these documents: Legal compliance

11.9 Documents, correspondence and information provided by other agencies about special needs of current tenants
Retention period: While they are a tenant
Why we keep these documents: Best practice

11.10 Records about offenders, ex-offenders and persons subject to cautions
Retention period: While they are a tenant
Why we keep these documents: Best practice

11.11 Safeguarding referrals
Retention period: 10 years
Why we keep these documents: Legal compliance

11.12 Safeguarding records, including serious case review
Retention period: Minimum of 364 days or when Home Office notifies us they have closed a domestic homicide review
Why we keep these documents: Legal compliance

11.13 Assignments
Retention period: 6 years worth of records plus current year
Why we keep these documents: Legal compliance

11.14 Successions
Retention period: 6 years worth of records plus current year
Why we keep these documents: Legal compliance

11.15 Permission letters and replies
Retention period: Lifetime of property, we will redact the tenant name if needed
Why we keep these documents: Legal compliance

Garage tenancy records

11.16 Application, garage tenancy contract, and related correspondence
Retention period: 6 years worth of records plus current year
Why we keep these documents: Legal compliance

Property modernisation and inspection records

11.17 Modernisation information, property and empty property inspections, gas and electric certificates, and yearly inspections
Retention period: 6 years worth of records plus current year
Why we keep these documents: Legal compliance

11.18 Adaptations records
Retention period: 6 years worth of records plus current year
Why we keep these documents: Legal compliance

Docusign digital information

11.19 Digital sign-up information
Retention period: 6 years worth of records plus current year
Why we keep these documents: Legal compliance

12. Property records

12.1 Rent registrations (superseded)
Retention period: 6 years
Why we keep these documents: Best practice

12.2 Rent registrations (not superseded)
Retention period: Life of the company
Why we keep these documents: Best practice

12.3 Fair rent documents
Retention period: 6 years
Why we keep these documents: Best practice

12.4 Leases and deeds of ownership
Retention period: 15 years after lease or deed ends
Why we keep these documents: Best practice

12.5 Copy of former leases
Retention period: 12 years after all issues are settled
Why we keep these documents: Legal compliance

12.6 Wayleaves, licences and easements
Retention period: 12 years after rights given or ended
Why we keep these documents: Legal compliance

12.7 Abstracts of title
Retention period: 12 years after interest ends
Why we keep these documents: Legal compliance

12.8 Planning and building control permissions
Retention period: 12 years after interest ends
Why we keep these documents: Legal compliance

12.9 Searches
Retention period: 12 years after interest ends
Why we keep these documents: Legal compliance

12.10 Property maintenance records
Retention period: 6 years
Why we keep these documents: Legal compliance

12.11 Reports and professional opinions
Retention period: 6 years
Why we keep these documents: Legal compliance

12.12 Development documents
Retention period: 12 years after all issues are settled
Why we keep these documents: Legal compliance

12.13 Invoices
Retention period: 12 years
Why we keep these documents: Legal compliance

13. Vehicles

Transport and vehicles

13.1 Mileage records and defect sheets
Retention period: 2 years after we dispose of the vehicle
Why we keep these documents: Best practice

13.2 Maintenance records and MOT tests
Retention period: 2 years after we dispose of the vehicle
Why we keep these documents: Best practice

13.3 Copy registrations
Retention period: 2 years after we dispose of the vehicle
Why we keep these documents: Best practice

13.4 Vehicle disposal log
Retention period: 1 year after we dispose of the vehicle
Why we keep these documents: Best practice

Operator licence only

13.5 Operator licence certificates and documents of title
Retention period: Permanently
Why we keep these documents: Legal compliance

13.6 Mileage records and defect sheets
Retention period: 2 years after we dispose of the vehicle
Why we keep these documents: Best practice

13.7 Maintenance records and MOT tests for vehicles up to 3.5 tonnes
Retention period: 2 years after we dispose of the vehicle
Why we keep these documents: Best practice

13.8 Maintenance records and MOT tests for heay goods vehciles over 3.5 tonnes
Retention period: 2 years after we dispose of the vehicle
Why we keep these documents: Best practice

13.9 Copy registrations for vehciles up to 3.5 tonnes
Retention period: 2 years after we dispose of the vehicle
Why we keep these documents: Best practice

13.10 Copy registrations for heavy goods vehicles over 3.5 tonnes
Retention period: 2 years after we dispose of the vehicle
Why we keep these documents: Best practice

14. Capital assets

14.1 Capital assets including all land, property, housing stock, corporate buildings, play areas, vehicles, equipment, fixtures and fittings worth more than £400
Retention period: 6 years after we sell, transfer or dispose of the asset
Why we keep these documents: Best practice

14.2 Fixed Asset Register
Retention period: Permanently
Why we keep these documents: Legal compliance

15. Tax and social security

15.1 Record of taxable payments, record of tax deducted or refunded, record of earnings on which standard National Insurance contributions are payable, record of employer’s and employee National Insurance contributions
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance

15.2 National Insurance contributions contracted out arrangements, HM Revenue of Customs notices of code changes, pay and tax details
Retention period: 6 years after the end of the financial year
Why we keep these documents: Legal compliance

15.3 Copies of notices to employees, plie P45s and P60s
Retention period: 6 years after the end of the financial year, plus current year
Why we keep these documents: Legal compliance

15.4 HM Revenue and Customs notice of code changes, pay and tax details
Retention period: 6 years
Why we keep these documents: Legal compliance

15.5 Expense claims
Retention period: 6 years after the end of the financial year they are for
Why we keep these documents: Best practice

15.6 Record of sickness payments
Retention period: 6 years after the end of the financial they are for
Why we keep these documents: Legal compliance

15.7 Record of maternity payments, statutory paternity pay, statutory shared parental pay and statutory adoption pay
Retention period: 6 years after payment date
Why we keep these documents: Legal compliance

15.8 Income Tax and National Insurance returns
Retention period: 6 years after the end of the financial they are for
Why we keep these documents: Legal compliance

15.9 Redundancy details and record of payments and refunds
Retention period: 6 years after redundancy date
Why we keep these documents: Best practice

15.10 Revenue and Customs approvals
Retention period: Permanently
Why we keep these documents: Best practice

15.11 Annual earnings summary
Retention period: 12 years after the end of the financial year they are for
Why we keep these documents: Best practice

15.12 Payroll or salary records
Retention period: 6 years after employment ends plus current year
Why we keep these documents: Legal compliance

15.12b Payroll temporary data, like overtime, bonuses and expenses
Retention period: 3 years after the end of the financial year plus current year
Why we keep these documents: Legal compliance

15.13 Actuarial valuation reports
Retention period: Permanently
Why we keep these documents: Best practice

15.14 Detailed returns of pension fund contributions and annual reconciliations of fund contributions
Retention period: Permanently
Why we keep these documents: Best practice

15.15 Money purchase details
Retention period: 6 years after transfer or value taken
Why we keep these documents: Best practice

15.16 Qualifying service details
Retention period: 6 years after transfer or value taken
Why we keep these documents: Best practice

15.17 Investment policies
Retention period: 12 years after benefits payable under the policy ends
Why we keep these documents: Best practice

15.18 Trade union agreements
Retention period: 10 years after end date
Why we keep these documents: Best practice

15.19 HM Revenue and Customs approvals
Retention period: Life of the company
Why we keep these documents: Best practice

15.20 Annual earnings summary
Retention period: 3 years from the end of the financial year they are for
Why we keep these documents: Best practice

16. Human resources: pension schemes

16.1 Actuarial valuation reports
Retention period: Permanently
Why we keep these documents: Best practice

16.2 Detailed returns of pension fund contributions
Retention period: 6 years
Why we keep these documents: Best practice

16.3 Annual reconciliations of fund contributions
Retention period: 6 years
Why we keep these documents: Best practice

16.4 Money purchase details
Retention period: 6 years after transfer or value taken
Why we keep these documents: Best practice

16.5 Qualifying service details
Retention period: 6 years after transfer or value taken
Why we keep these documents: Best practice

16.6 Investment policies
Retention period: 12 years after benefits payable under the policy ends
Why we keep these documents: Best practice

16.7 Pensioner records
Retention period: 12 years after benefits end
Why we keep these documents: Best practice

16.8 Records about retirement benefits
Retention period: 6 years after transfer or value taken
Why we keep these documents: Best practice

17. Human resources: personnel records

17.1 Records about retirement benefits
Retention period: 7 years after retirement date
Why we keep these documents: Best practice

17.2 Terms and conditions of service, both general terms and conditions applicable to all staff, and specific terms and conditions applying to individuals, and application forms
Retention period: 6 years after leaving date
Why we keep these documents: Legal compliance

17.3 Benefits and deductions, service contracts for directors (companies)
Retention period: 6 years after a directorship ends
What we do at the end of the retention period: Review
Why we keep these documents: Best practice

17.4 Remuneration packages
Retention period: 6 years after leaving date
What we do at the end of the retention period: Review
Why we keep these documents: Legal compliance

17.5 Former employees’ human resources files
Retention period: 6 years after leaving date
Why we keep these documents: Best practice

17.6 References for former employees
Retention period: 6 years after leaving date
Why we keep these documents: Best practice

17.7 Training programmes
Retention period: 6 years after leaving date
Why we keep these documents: Best practice

17.8 Individual training records
Retention period: 6 years after eaving date
Why we keep these documents: Best practice

17.9 Sickness records
Retention period: 6 years from sickness date
Why we keep these documents: Legal compliance

17.10 Short lists, interview notes for successful candidates
Retention period: 1 year after last action
Why we keep these documents: Best practice

17.11 Application forms of non-short listed candidates
Retention period: 1 year after notification date
Why we keep these documents: Legal compliance

17.12 Disclosure and Barring Service certificate number
Retention period: 3 years after clearance date
What we do at the end of the retention period: Review
Why we keep these documents: Legal compliance

17.13 Time cards or sheets
Retention period: 2 years
Why we keep these documents: Best practice

17.14 Trust deeds, rules and minutes for joint employee-employer sports or social clubs set up under trust
Retention period: Permanently
Why we keep these documents: Best practice

17.15 Employer-employee committee minutes, like a staff forum
Retention period: Permanently
Why we keep these documents: Best practice

17.16 Parental leave records
Retention period: 18 years after child’s birth
Why we keep these documents: Best practice

17.17 Disciplinary records
Retention period: 6 years after disciplinary date for correspondence and outcome, 2 years after dismissal date for disciplinary pack, and 3 years after written or final warnings for disciplinary pack
Why we keep these documents: Best practice

18. Human resources: health and safety

18.1 Accident, incident and ill health reports and investigations
Retention period: 40 years after the end of a health-related investigation, 4 years after the end of other investigations, or, if it affected a young person, until they are 21, whichever is longer
Why we keep these documents: Group requirement

18.2 Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) reports
Retention period: 4 years after the notification date, or 40 years after the notification date if it was health related
Why we keep these documents: Legal compliance

18.3 All correspondence with enforcement officers, including records of reports, investigations and improvement notices
Retention period: 4 years after the correspondence date, or 40 years after the correspondence date if it is health related
Why we keep these documents: Group requirement

18.4 Occupational health monitoring data
Retention period: 40 years after the monitoring date
Why we keep these documents: Group requirement

18.5 Health and safety audit reports
Retention period: 3 years after the audit date
Why we keep these documents: Group requirement

18.6 Lone worker monitoring data
Retention period: 3 years after lone working date
Why we keep these documents: Best practice and required by external monitoring centre

18.7 Premises risk assessments, including Gentoo Homes site risk assessments
Retention period: 3 years after the assessment date
Why we keep these documents: Legal compliance

18.8 Specific risk assessments
Retention period: 3 years after assessment date
Why we keep these documents: Legal compliance

18.9 Generic risk assessments
Retention period: 3 years after assessment date
Why we keep these documents: Legal compliance

18.10 Individual risk assessments
Retention period: 3 years after the assessment date, or 40 years after the assessment date if heath related
Why we keep these documents: Legal compliance

18.11 Display screen equipment risk assessments
Retention period: 3 years after the assessment date
Why we keep these documents: Legal compliance

18.12 Manual handling risk assessments
Retention period: 3 years after the date of assessment
Why we keep these documents: Legal compliance

18.13 Event risk assessments
Retention period: 3 years after the assessment date
Why we keep these documents: Legal compliance

18.14 New and expectant mother risk assessments
Retention period: 3 years after assessment date
Why we keep these documents: Legal compliance

18.15 Young person’s risk assessments
Retention period: 3 years after assessment date, or until the young person is 21, whichever is longer
Why we keep these documents: Legal compliance

18.16 Home working risk assessments
Retention period: 3 years after assessment date
Why we keep these documents: Legal compliance

18.17 Safe systems of work
Retention period: 3 years after assessment
Why we keep these documents: Legal compliance

18.18 First aid training records
Retention period: 5 years after training date
Why we keep these documents: Legal compliance

18.19 Fire marshal training records
Retention period: 5 years after training date
Why we keep these documents: Legal compliance

18.20 All other health and safety training records
Retention period: 5 years after training date
Why we keep these documents: Group requirement

18.21 Health and safety file
Retention period: For the entire time we occupy or own a building
Why we keep these documents: Legal compliance

19. Technical and research records

19.1 Technical and research records
Retention period: 12 to 15 years after requirements have ended for both records and reports and drawings and other data.
Why we keep these documents: Best practice

20. Antisocial behaviour case files and associated documents

20.1 Antisocial behaviour case files and associated documents
Retention period: 5 years or until legal action ends
Why we keep these documents: Best practice

21. Supporting people

21.1 Subsidy claims, support plans, single assessments including supporting information
Retention period: While they are a tenant
Why we keep these documents: Best practice

22. Resident meetings

22.1 Minutes
Retention period: 1 year
Why we keep these documents: Best practice

23. Gentoo Homes sales

23.1 Customer plot files, including completion documents
Retention period: 11 years after completion date and National House Building Council warranty starts
Why we keep these documents: Best practice is 6 years, but opted to extend to the end of the National House Building Council warranty

23.2 Registration of interest
Retention period: 2 years after registration date
Why we keep these documents: Best practice

23.3 Internal customer feedback procedure
Retention period: 4 years after feedback date
What we do at the end of the retention period: Review
Why we keep these documents: Best practice

23.4 Help to Buy applications
Retention period: 11 years after completion date and National House Building Council warranty starts
Why we keep these documents: Best practice

23.5 Part exchange properties
Retention period: 7 years after completion date
Why we keep these documents: Best practice

23.6 Gentoo Homes complaints
Retention period: 3 years after completion date
Why we keep these documents: Best practice

Property sales

23.7 Right to buy or acquire files
Retention period: 12 years after completion date
Why we keep these documents: Best practice

23.8 Resales (Shared Ownership)
Retention period: 6 years after offer accepted
Why we keep these documents: Best practice

23.9 Staircasing process documents
Retention period: 12 years after completion date
Why we keep these documents: Best practice

23.10 Right to buy or acquire offer details
Retention period: 6 years and offer accepted
Why we keep these documents: Legal compliance

23.11 Tenancy: completion documents
Retention period: 12 years after completion date
Why we keep these documents: Best practice

23.12 Money laundering check information
Retention period: 10 years after reservation or exchange date
Why we keep these documents: Legal compliance and for National House Building Council warranty